Pensions

The paper-based systems employed by majority of UK Pension Departments do not include an Electronic Document Management facility. Yet, electronic capture, management and storage of documents are a vital components of any efficient, modern admin solution.

Current paper-based document systems limit the Pensions Department's ability to share information quickly across the department and other locations. When they are shared, the documents are at a high risk of being lost or damaged.

A modern, stand-alone EDM system can be easily "bolted on" to a modern Pension Administration Software System (PASS) because the latter has very likely been so designed. The majority of PASS market leaders already use third party software for their EDM solutions. SDS Pensions is proud to be one of those solutions.

What we do

The SDS Group can implement a bespoke web-based EDM precisely tailored to any Pensions Department specification. Such will provide electronic document and image retrieval; Pensions Department user training; secure collection of current member records for scanning and digitising; electronic transfer of existing documents and images to the organisation's data base; scanning and transfer of existing member files; and shredding of scanned member files as and when requested by the Pensions Department.

All digital transfers are performed using industry standard security measures, methods and protocols. All transfer, storage and access mechanisms are subject to industry standard security measures, methods and protocols that are fully compliant with data protection legislation. For example, all electronic transfers via the Internet are processed through a secure system, access to which is strictly by controlled by multi-level Username and Password controls, administered by the appropriate staff within the parent organisation. The system includes audit logs that record both the personnel and the document activities an account of which is vital for the Pensions Department's security and monitoring compliance.

We offers a cost-effective and convenient means of gathering, storing and accessing pension records and other archive materials on a secure web server via systems that are suited to your business. At the click of a mouse button, your entire Pensions Department can have instant, yet secure and audited, access to your otherwise cumbersome records.

We of course offer a comprehensive indexing system that is tailored to meet your specific requirements. As you might expect, your staff will be able to search by name, or NI Number, or any number and combination of other fields. In fact, we are able to mirror your existing manual storage system, and more importantly, we can improve upon it. You will gain immediate, convenient and secure retrieval of any type of records, from your office computers. No longer will you need to have masses of files, stored in bulky cabinets, taking up valuable space and darining even more valuable staff time as they conduct prolonged manual searches.

What Are The Pensions Documents?

The following list shows the normal types of documents which can be found within a typical employee's Pension File.

AVCs - Lump Sum - Forms

AVCs - Lump Sum - Payments

AVCs - Lump Sum - Quotations

AVCs - Lump Sum - Service Confirmation

AVCs - Monthly - Contracts

AVCs - Monthly - Forms

AVCs - Monthly - Others

AVCs - Monthly - Quotations

AVCs - Prudential- Others

Contributions - Absence

Contributions - Arrears

Contributions - Maternity

Contributions - Others

Correspondence - General

Correspondence - Others

Correspondence - Queries

Data Reconciliation - Other

Data Reconciliation - Payments

Data Reconciliation - Queries

Data Reconciliation - YE returns

Death - Benefit Payments

Death - Correspondence

Death - Discretionary Benefits

Death - Forms

Dependants - Changes in details

Dependants - Death

Dependants - Other

Dependants - Trustee submissions

Divorce - CETV

Divorce - Other

Divorce - Pension sharing orders

Estimates - Calculations

General - Certificates

General - Nomination forms

General - Other

General - Starter and transfer forms

Ill health - Applications

Ill health - Estimates

Ill health - Letters

Ill health - Trustee submissions

Leaving - Leavers - Correspondence

Leaving - Leavers - Forms

Leaving - Leavers - Other

Leaving - Leavers - Preserved benefits

Leaving - Leavers - Refund

Leaving - Withdrawal - Correspondence

Leaving - Withdrawal - Forms

Leaving - Withdrawal - Other

Leaving - Withdrawal - Refund

Lifetime and Annual Allowance - Calculations

Lifetime and Annual Allowance - Correspondence

Lifetime and Annual Allowance - HMRC

Lifetime and Annual Allowance - Other

Original Member Record - Original File

Retirement - Benefit estimate

Retirement - Benefit payment

Retirement - Correspondence

Retirement - Final Figures

Retirement - Forms

Retirement - P45

Salaries and Service - CARE - Calculations

Salaries and Service - CARE - Forms

Salaries and Service - CARE - Queries

Salaries and Service - Other - General

Salaries and Service - Pensionable Salary - Calculations

Salaries and Service - Pensionable Salary - Forms

Salaries and Service - Pensionable Salary - Queries

Salaries and Service - Scheme Service - Previous service

Salaries and Service - Scheme Service - PTSF

Salaries and Service - Scheme Service - Queries

Salaries and Service - Variable Time - Calculations

Salaries and Service - Variable Time - Forms

Salaries and Service - Variable Time - Queries

Severance - Calculations

Severance - Correspondence

Severance - Forms

Severance - Payments

Transfers in - Application forms

Transfers in - Other

Transfers in - Service confirmation

Transfers in - Signed forms

Transfers in - Transfer offers

Transfers out - General

Welfare - General

Questions?

Contact us on 01202 496513 or e-mail hello@sds-group.co.uk to discuss your document management requirements and for a free quotation for a comprehensive scanning and indexing solution.